In today’s world of collaborative work, professionals often work together. And the question of time management becomes key. Processes require careful management of collaborative tasks, deadlines, and KPIs. In this article, we’ll show you how to make planning and task management more efficient in Microsoft Teams with Planner Templates.
Teams is a perfect platform to collaborate across your organization. You create teams based on organizational needs: departments, locations, processes, and products. Thus, you enable colleagues to work together in one workspace, exchange content, information, and experience. Plus, you can easily increase efficiency with hundreds of apps that can bed integrate into the Teams environment. But what challenges do you face when managing time and planning?
The planning system that exists in your organization can be not effective enough. For example, the processes may not be separated by tasks and there are no established deadlines. Can you imagine the mess that awaits you? Employees are not involved in the process, project deadlines are overdue, and tasks are not completed. Sounds like a disaster.
Imagine you need to set tasks for the team. But how can you do this without obtaining reliable information? You do not get the results of the dynamics on the project, feedback from colleagues. As a result, you get incorrect deadlines, and tasks do not correspond to the real needs of the project.
Suppose there are dozens of employees involved in the sales process in your organization. Each of them must perform their tasks, which will ultimately contribute to a common result. Imagine if the tasks are set, but those in charge are not assigned? Someone will do double work, some tasks are missed, and again – delays and poor quality of project implementation. It’s chaos!
Okay, you created a task, assigned a person in charge, and set a deadline. And the task corresponds to the stages of the project. But it is still poorly executed. Why? Because the performer lacked information on the task. There was no explanation or additional content to help them get it done. Again, ineffective planning.
The above challenges sound scary, right? One ideal solution would be to integrate Microsoft Planner inside your Teams environment. And we have prepared over 10 templates that you could use as examples and easily improve planning in your organization without wasting time.
Microsoft Planner is a useful tool to manage tasks and meet deadlines. With this app, you can set up tasks, assign them to the right people in your team, set up deadlines, and attach additional content such as files, links, check-lists, and more. You can explore here all the Planner features.
In addition, there are many different views, such as “schedule” to see your calendar with tasks, or dashboard to easily understand the project development, started or overdue tasks.
The most interesting opportunity for us is Planner Integration into your Teams Environment. This means that you can add Planner to your Channel Tab and manage tasks in a specific team. You can even build Microsoft Teams Template where Planner Tab will be included. This way, you won’t waste your work time on manual tasks and will have an automated and structured workspace in a few seconds. You can find out how to do it here.
Finally, let’s talk about Planner Templates regarding different use cases. You can find here ready-to-go Planner dashboards with tasks, boards, and more. Let’s get started!
As a project manager, you may face missing deadlines, misunderstanding between team members, and ineffective project performance. You should track the daily activities of your project team, set up deadlines, and quickly react to any changes.
Build Microsoft Planner right in your Planning Channel with the following boards:
Thus, you can stay focused on project steps and your team won’t miss KPIs and deadlines.
Include different tasks according to your needs, for example,
Next, attach the guidelines and useful links to your tasks, and set up the project management agenda. This way, your project members will see their tasks deadlines, and all the information they need to complete them.
Crisis management is a process of preparing and dealing with any abrupt and unexpected situations affecting the organization. In order to resolve a crisis, you need to have a well-thought crisis management plan.
Define the risk assessment, for example:
Next, you can add a checklist to specify the task and not miss any step:
Don’t forget to assign tasks to people in your team. When your Planner Tab is built, everyone in your Crisis Management team will see this. They can filter the Tasks Boards according to Date, Board, Assignment, Deadline, and more. In addition, they can easily start a conversation to quickly react to any risks.
The sales account management process is all about multitasking. You need to communicate with customers and prospects, your internal team, and management. Microsoft Planner can help you organize yourself and your team to stay informed about product updates or any changes.
Create different boards and manage supporting documentation with tasks:
It’s very useful to attach the needed files right to your tasks. You can upload them from your device or search through Teams channels. In addition, you can label your tasks and quickly prioritize them. As a result, your tasks and supporting documents are structured and well-organized.
Meeting deadlines and commissioning in time is your crucial goal. To do so you need well-thought planning. You should manage all processes step-by-step and not miss any information from partners, and customers, and other stakeholders.
In this case, you can build Planner with Following Boards:
Add different daily tasks, for example:
You can easily change the Planner view in Schedule. There you will see the calendar with all the tasks that you should perform in the upcoming week, month, etc. It’s very convenient to see in one place your plans for the next few days and choose any task according to your daily activities to finish the project on time.
In today’s collaborative way of working, many players from different departments could be included in the sales process. And It’s extremely important to build a planner with assigned tasks and deadlines. Otherwise, you may experience fewer closed deals, late deadlines, and low employee engagement within your sales team. Let’s look at the Planner example for the sales deal room.
During the Develop Step you can add such tasks as:
You can also assign tasks to a group of people. For example, to prepare Opportunity Review, you can add the checkbox with all required participants such as Sales Director, Legal Team, Finance Team, and Sales Manager.
Another great feature is the possibility of your sales team to track not only their tasks and assignments but also the planning dashboard for the full team. This way, they can stay focused on the common vision and progress of the sales process
Even after a deal is closed, companies need to keep in touch with their customers in order to receive feedback. In this process, it is necessary to respond quickly to feedback and resolve any issues by interacting with the product management team.
Here are the Buckets examples:
Your Team Members can easily use your board as a template. Just create the “New Request Template” with all needed content, documents, and checkboxes. As a result, in a few second, they will be able to create a new Request and move it to needed board.
Today every company needs to successfully manage Internet Marketing. Therefore, your marketing department should publish blog articles, produce video content, develop website pages, maintain social media, and more. This process requires an effective review system, adherence deadlines, and constant internal collaboration. Let give us some insights. We offer you a Planner Template that we use at SalesTim in our Marketing Department.
Create the Buckets according to the different steps :
You can create a new board for each piece of content. For use, it’s very useful to add the labels according to the type of content: Article, Video, Gated Content, Web Page, Email.
In addition, you can add a checklist at the implementation step. Follow these steps to publish your article to the website:
It’s so easy to attach drafts and links and collaborate on content across the company! Verified by SalesTim 😊
Event management is a multi-stage process that involves overseeing all logistics leading up to and during an event. During the event management, you should execute the events plans by managing staff, finances, vendor relationships, and more. No matter, you should organize an internal conference, or external event, you always should follow standard steps, such as coordinating outside vendors, engaging speakers or entertainment, crisis or situation management at the event, monitoring, etc. Let’s create a Planner Template for Event Management.
Add the different Buckets:
It’s very important to get ready in advance for the event and not miss a single detail. You can choose the Calendar view. Thus, your event management team will know exactly when the tasks must be completed.
Developing new products is a critical process for many brands to maintain growth and enter a new market. However, companies face many challenges during this process, for example skipping vital development phases in order to save time. During the new product launch you should not only develop your product and prove its viability, but also establish an initial price, lead customers; and implement actionable post-launch refinement. In order to perform successfully a new product launch, you should create an effective plan to allow your team to collaborate on this process.
Add the different tasks to your Announcement buckets to use all communication channels such as:
This Planner board will help you to collaborate on the product launch process and share documents without jumping from one application to another.
Web Design it’s not only about focusing on technical matters, such as codes and wireframes. An effective design is about having a website creation process that aligns with the overarching strategy. And of course, it’s not easy to achieve a harmonious synthesis of elements without planning and collaboration across the team. You can get inspiration for your planning process using this Planner Template.
Don’t forget that you can easily attach the links right to your boards in Microsoft Planner. In addition, you can prioritize your tasks and stay focused on urgent issues. One more feature is to change your View on the Chart tab. It will give you a high-level overview of the tasks. You can see the visual graphics with the status of tasks (not started, late or in-progress) and see where the tasks are assigned.
When you hire a new employee, it’s important that we can be quickly integrated into your organization’s processes. However, when a person doesn’t know anything about your product, the tools you use, and organizational policies, he can get lost in the norms, not knowing where to start. So as not to delay this process in time, you can help him with the built plan, where he will gradually get acquainted with the important elements.
You can create the following buckets for your new employee:
Add the tasks, for example:
Thus, your employee can step by step learn about the company, tools, and his role. Don’t forget about the possibility of Planner integration with other Apps. For example, when you assign the Planner task right in your Teams environment, the worker will be notified in Teams in the Activity tab. In addition, you can build a workflow, where they will receive the notification into Outlook. This way, they are notified about the task and won’t miss anything. Read more
Let’s imagine, you have an HR team for each of your departments. Hiring process include many steps: finding, selecting, negotiating, and hiring itself. You should manage properly this process to attract the right job candidate and quickly close free positions. In addition, you should collect many data from potential candidate, set up the interview meetings with them and give a feedback. Planner can help you run the hiring process and maintain the constant development of the company.
Add the following tasks to the Hiring Process Bucket:
As a result, you can manage planning for your hiring process with Microsoft Planner and Teams integration. In addition, Planner can help you to manage all CVs, recommendations, contracts, and other documentation. Remember that you can upload files directly to the task in the Planner? This is how the integration with SharePoint works. When you click on the Files tab, you get to SharePoint – the space where your entire organization stores and exchanges files.
No matter if your business is purchasing new computers or looking for an external agent to train employees, it’s helpful to follow a step by step process. This will ensure you get what you need according to your budget and expectations for the product or service. By following a business purchasing process, you won’t only complete your purchase bat also examine the results, thus you know what may work better for future purchases. Try to build your own Planner dashboard based on the following example.
Add the Buckets according to the purchasing steps:
You can add the check-list with Vendors during the Searching Process:
Thus, with Microsoft Planner you easily run any purchasing process without missing deadlines and miscommunication between involved agents. Let’s keep talking about Planner integration with other apps. Let us give you an idea of how you can quickly track new RFPs. Create the Microsoft Form where your team can submit all needed information for a new Purchase. With Microsoft Flow, you can connect your Planner with Forms. Thus, a new task will be automatically created when Microsoft Forms is submitted.
Audit management is the process verification that all company processes are aligned with strategic goals. Thus, you should track many collaboration silos a one time without misunderstanding. To get the right information and stay focused on each process, you can build Planner with tasks, deadlines, and prioritization.
You can easily start the new conversations with your colleagues right into the Planner tab to quickly react on any changes and risks. One more option is to leave comments and notes right into the task board.
During the Partnering Process you should properly plan all activities with potential partner. During negotiations, you may face a long coordination of various elements and organizational resistance. At the same time, you need to meet deadlines and follow the process step by step. Without planning you can face with lack of pre-established goals. Explore our Planner example that you can build when a new team with a potential customer was created.
Add the different buckets:
And don’t forget to add the different tasks, such as:
Schedule tasks, assign any person in your team, and track the progress easily with Microsoft Planner. Develop your partnerships and follow the steps in collaboration with your colleagues and external agent.
Chances are there are lots of repetitive processes in any organization. Imagine if you have to build new Planner every time. Instead of increasing productivity, you can end up with wasted time and a lot of manual tasks. This doesn’t sound like an efficient process at all. So, what do you do?
One option is to build a Planner with tasks board just once. Open Planner app and you will be able to copy any of your planners. So, in a few seconds you will get a completely copied Planner with buckets and tasks.
We suggest that you draw your attention to a more effective option to improve your collaboration. It’s Microsoft Teams Templates technology by SalesTim.
How does it?
1. Create the original team. You create a team in your Teams environment once, according to your use cases. It could be a project management team, crisis management, construction site, and much more. Explore different Use Cases here
You create all the channels, configure the settings, upload important files and guidelines. Then you can add any Microsoft or third-party app directly to the Channel tab. In our case, you add Microsoft Planner. Choose to add an existing one or build a new Planner inspired by our templates
2. Next, create a template. Just select the original team you need and manage Governance policies, such as Naming Convention, Approval Workflows, Targeting Audience, Private Channels Management, and more.
3. Done! After saving, your template is added to the templates catalog. Here your colleagues will find ready-to-use templates for any case, according to your organizational needs.
4. What do you get in the end? Any member of your organization (or not anyone – you choose who has access to the templates) has the ability to create fully copied teams from your templates. The copied channels, files, tabs, settings and members are ready in a few seconds. Great, look! Planner tab with all tasks and buckets is also here
The result is a structured workspace that meets your business and IT needs. Want to try? Get the DEMO